Idaho Medical Association 124th Annual Meeting

Sponsor and Exhibitor

Prospectus

July 29 – 31, 2016 Sun Valley Resort Sun Valley, Idaho

Thank you for your interest in the IMA Annual Meeting!

Welcome!

Dear Potential Supporter, The 124th Annual Meeting of the Idaho Medical Association (IMA) is a gathering of physician delegates from around the state, along with their spouses and guests. In addition, many healthcare organizations, pharmaceutical companies, insurance entities, government and business employers, and health promotion programs have an opportunity for outreach in the exhibit hall. This year, the Idaho Medical Association Annual Meeting and Exhibit Program will be held in Sun Valley, Idaho at the Sun Valley Resort, July 29-31, 2016. Your organization is invited to join and be an active participant in this influential event. The Idaho Medical Association extends opportunities for booth displays, sponsorships and CME speaker underwriting during the three-day convention. Networking and recognition opportunities are available for health-related and consumer businesses that participate as sponsors or exhibitors. Reasons You Should Exhibit:

1. Meet face to face with physicians 2. Hands-on demonstration of your product and services 3. Strengthen relationships with customers 4. Build your brand! Please contact me at sara@idmed.org or by calling 208-344-7888 for any questions you may have or if I can help in any way. Thank you for your support of the IMA and Idaho physicians! Sincerely, Sara Olson Director of Operations 208-344-7888 sara@idmed.org

Sponsor/Exhibitor Opportunities Overview

Title $10,000 SOLD to MIEC!

Premier $6,500

Platinum $4,500

Gold $3,500 President’s Dinner Event Sponsor SOLD to Physicians Insurance!

President’s Dinner Social Sponsor SOLD to MIEC!

Exhibitor/Physician Lunch Sponsor

Saturday Recreational Activity Sponsor SOLD to IMA Financial Services!

Silver $2,500 IMA Board of Trustees Social & Dinner Sponsor

Breakfast Sponsor (2 available – (1) Friday & (1) Saturday)

Friday Welcome Social Food Sponsor SOLD to DL Evans!

Friday Welcome Social Drink Sponsor

President’s Dinner Wine Sponsor

President’s Dinner Kid’s Party Sponsor

Technology Sponsor

Bronze $1,500 Morning Break Sponsor (2 available – (1) Friday & (1) Saturday)

Bingo Card Prize Sponsor

Exhibit Space Only $650

Exhibit Space Only - $650

Booth space consists of a six-foot skirted table, two chairs and trash can, and includes two non-transferable exhibitor credentials. The cost for additional representatives is $100 each.

Sponsorship Opportunities & Descriptions The sponsorship opportunities outlined below are available at different monetary levels to fit all types

of needs and budget constraints. We look forward to seeing you at the Idaho Medical Association

124th Annual Meeting!

General Sponsorship Benefits include the following:

Booth space in premium locations (based on sponsorship level and first-paid assigned basis)

Logo placement on the IMA website E-Marketplace with link to company website listed from

time of commitment through end of the year

Logo placement in registration brochure, conference program, Bingo Cards, and other

printed marketing materials

Recognition on event signage and displays

Recognition through verbal announcements at the Annual Meeting House of Delegates

Last date to purchase sponsorship with guarantee of full benefits as listed - May 15th, 2016.

Sponsorships acquired after this date may not receive the full advertising benefits due to print

deadlines.

Sponsorships must be paid in full at the time of registration, sponsorships will not be guaranteed

without payment at the time of registration.

Sponsorship opportunities are available on a first-paid first-served basis -- register early to

ensure your preferred opportunity.

To capture the most from all marketing opportunities, claim sponsorships early! Deadline to submit logos and advertisements: May 15, 2016.

Title Sponsor (1) - $10,000 SOLD! In addition to the general sponsorship benefits listed above, the Title Sponsor will receive:

One table (eight tickets) to the President’s Social & Dinner

Full-page color ad in conference program

3 copies of the IMA Directory

Advertisement in the IMAges (printed) and IMA Wire (electronic) Newsletters for 3 months

Logo placement on the IMA website homepage with link to company website listed from

time of commitment through end of the year

Acknowledgement as the “Title Sponsor” on all printed marketing materials and Registration Brochure

Acknowledgement as the “Title Sponsor” on signage and through verbal announcements at the meeting

Premier Sponsor (1) - $6,500

In addition to the general sponsorship benefits listed above, the Premier Sponsor will receive:

Four tickets to the President’s Social & Dinner

Full-page color ad in conference program

2 copies of the IMA Directory

Advertisement in the IMAges (printed) and IMA Wire (electronic) Newsletters for 2 months

Logo placement on the IMA website homepage with link to company website listed from

time of commitment through end of the year

Acknowledgement as the “Premier Sponsor” on all printed marketing materials and Registration Brochure

Acknowledgement as the “Premier Sponsor” on signage and through verbal announcements at the meeting

Platinum Sponsor (1) - $4,500

In addition to the general sponsorship benefits listed above, the Platinum Sponsor will receive:

Two tickets to the President’s Social & Dinner

Full-page color ad in conference program

1 copy of the IMA Directory

Advertisement in the IMAges (printed) and IMA Wire (electronic) Newsletters for 1 month

Acknowledgement as the “Platinum Sponsor” on all printed marketing materials and Registration Brochure

Acknowledgement as the “Platinum Sponsor” on signage and through verbal announcements at the meeting

Gold Sponsorships (4) - $3,500

In addition to the general sponsorship benefits listed above, Gold Sponsors will receive:

Full-page black and white ad in conference program

Advertisement in the IMAges (printed) and IMA Wire (electronic) Newsletters for 1 month

Acknowledgement as a “Gold Sponsor” on all printed marketing materials and Registration Brochure

Acknowledgement as a “Gold Sponsor” on signage and through verbal announcements at the meeting

Choose one of the following Gold Sponsor opportunities:

1) President’s Dinner Event Sponsor SOLD to Physicians Insurance! a. Includes two tickets to the President’s Social & Dinner

2) President’s Dinner Social Sponsor SOLD to MIEC! a. Includes two tickets to the President’s Social & Dinner

3) Exhibitor/Physician Lunch Sponsor a. Includes opportunity for a special activity of your choice during the lunch

4) Saturday Recreational Activity Sponsor SOLD to IMA Financial Services! a. Includes free participation in the activity b. Two tickets to the President’s Social & Dinner

Silver Sponsorships (8) - $2,500

In addition to the general sponsorship benefits listed above, Silver Sponsors will receive:

Advertisement in the IMA Wire (electronic) Newsletter for 1 month

Acknowledgement as a “Silver Sponsor” on all printed marketing materials and Registration Brochure

Acknowledgement as a “Silver Sponsor” on signage and through verbal announcements at the meeting

Choose one of the following Silver Sponsor opportunities:

1) IMA Board of Trustees Social & Dinner Sponsor a. Includes two tickets to the event

2) Breakfast Sponsor (2 available – (1) Friday & (1) Saturday) a. Includes Sponsor signage at the buffet tables

3) Friday Welcome Social Food Sponsor SOLD to DL Evans! a. Includes Sponsor signage at the buffet tables and the opportunity to address

attendees on mic during the event 4) Friday Welcome Social Drink Sponsor

a. Includes Sponsor signage at the bar and beverage stations and the opportunity to address attendees on mic during the event

5) President’s Dinner Wine Sponsor a. Includes two tickets to the President’s Social & Dinner and Sponsor signage on

the attendee tables 6) President’s Dinner Kid’s Party Sponsor

a. Includes two tickets to the President’s Social & Dinner and signage on the attendee tables

7) Technology Sponsor a. Includes logo displayed near all rented AV equipment including Wi-Fi access

points, projectors, and screens.

Bronze Sponsorships (3) - $1,500

In addition to the general sponsorship benefits listed above, Bronze Sponsors will receive:

Acknowledgement as a “Bronze Sponsor” on all printed marketing materials and Registration Brochure

Acknowledgement as a “Bronze Sponsor” on signage and through verbal announcements at the meeting

Choose one of the following Bronze Sponsor opportunities:

1) Morning Break Sponsor (2 available – (1) Friday & (1) Saturday) a. Includes Sponsor signage at the buffet tables

2) Bingo Card Prize Sponsor a. Includes the opportunity for your booth to be the final stop and collection point of

the bingo cards, logo prominently displayed on the card, and the chance to present the cash prize to the winner.

Conference Details

ATTENDEES

Attendees at the Idaho Medical Association Annual Meeting include physicians of all specialties from across Idaho. The three-day program includes a scientific session (4 credit hours in Category I for the PRA of the AMA), House of Delegates for association business, exhibit hall, and a number of social events. Over 115 physicians, 80 guests, and 40 sponsors/exhibitors are expected to participate at this year’s event.

CONFERENCE LOCATION

Sun Valley Resort 1 Sun Valley Road, Sun Valley, ID 83353 LODGING RESERVATIONS

Sun Valley Resort 1 Sun Valley Road, Sun Valley, ID 83353 To reserve a room, please call: 1-800-688-5253 IMA has secured a block of rooms at a group rate starting at $165.00 per night. Reservations must be made by June 13, 2016 to guarantee the base room rate listed above. Hotel reservation information will be sent by May 27th to the main exhibitor contact. Support us by booking your stay within the IMA hotel block at the Sun Valley Resort, and help us avoid fees that result from unfilled rooms. We value your support!

SHIPPING AND RECEIVING OPTIONS

Ship to Sun Valley: TBD

Ship out of Sun Valley: TBD

GENERAL GUIDELINES - EXHIBIT ASSIGNMENTS

EXHIBIT RATES AND CANCELLATION POLICY Booth fee includes nontransferable registration for two representatives only. The cost for

additional representatives is $100 each. Sponsors are allowed four complimentary representative registrations upon request.

Cancellations by June 15, 2016 receive a 50% refund with no refunds for cancellations after June 15, 2016. The IMA shall not be liable for any damages or expense incurred by Exhibitors in the event the show is delayed, interrupted, or not held as scheduled.

CONFIRMATION / BOOTH ASSIGNMENTS

Exhibit hall layout will be available for review when finalized. Contact the Sara Olson, Director of Operations if you have not received a confirmation of receipt of the registration form within 10 days of submitting your exhibitor agreement. You will be notified of your booth assignment no later than July 22nd. Assignments will be made first based on sponsorship priority and second on a first-paid basis.

REPRESENTATIVE REGISTRATION

All exhibitor representatives must be registered for the meeting. A standard booth includes two meeting registrations for two exhibit representatives. If additional representatives would like to attend, they must be registered and there will be an associated charge of $100. See attached Exhibitor Terms and Conditions to register additional representatives.

See the conference schedule for a complete list of activities with premier opportunities to network with our attendees, including the Exhibitor breaks, Exhibitor/Physician Lunches, and Welcome Social.

Exhibit space will be assigned upon receipt of signed application and payment in full. Booth locations are not guaranteed. The IMA reserves the right to reject any application.

MOVE IN SHOW HOURS MOVE OUT

Thursday, July 28, 2016 Friday & Saturday, July 29 & 30, 2016 Saturday, July 30, 2016

2:00 pm to 5:00 pm 7:15 am – 7:00 pm on July 29

6:45 am – 10:15 am on July 30

10:15 am Tear-Down after Morning

Break

Freight & Booths Saturday Tear-Down after Morning

Break Hall Must Be Vacated by

Noon

Vendors are responsible for ALL arrangements in the shipping of exhibits. Please bring your company’s own shipping forms and account number in order to make your own shipping arrangements. CANCELLATION OR POSTPONEMENT OF ANNUAL MEETING

In the event the annual meeting is postponed due to any occurrence not occasioned by the conduct of IMA and the Sun Valley Resort, or that such occurrence be an act of God or the result of war, riot, civil commotion, sovereign conduct, or the act or conduct of any person or persons not party or privy to this contract, then the performance of such parties under this contract shall be excused for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof, and in any event for the duration of such postponement. In the event that such occurrence results in cancellation of the conference, each party hereby releases the other from all obligations under this contract.

Appendix A: Exhibitor Terms and Conditions 1. LIABILITY - The Exhibitor is responsible for the space leased by him and shall not injure, mar, or deface the premises. The Exhibitor shall not affix to the walls or windows of the building any advertisement, signs, etc. or use Scotch tape, masking tape, or any other adhesive type materials on painted surfaces. The Exhibitor agrees to reimburse the facility, and/or decorator, for any loss or damage to the premises or equipment occurring in the space leased to the Exhibitor. The Idaho Medical Association (IMA) and its sponsors shall not be liable for failure to perform its obligations under this contract as a result of strikes, riots, acts of God, or any other causes beyond its control. 2. AISLES - The aisles, passageways, and overhead spaces remain strictly under the control of the IMA, and no signs, decorations, banners, advertising matter, or special exhibits will be permitted in them except by special written permission of the IMA. All exhibits and their personnel must remain within the confines of their own spaces and no Exhibitor will be permitted to erect signs or display products in such a manner as to obstruct the view, cause injury, or disadvantageously affect the display of other Exhibitors. No interference with the light or space of another Exhibitor will be permitted. 3. SPACE - The space contracted is to be used solely for the Exhibitor whose name appears on the Contract. The Exhibitor shall not sublet or assign any portion of same without the written consent of the IMA. Sponsors receive prime booth locations and exhibitor space is assigned on a first-come, first-served basis as signed applications and monies are received by the IMA Office. Booth locations are not guaranteed. 4. ALL DEMONSTRATIONS or promotional activities must be confined within the limits of the Exhibitor’s purchased space. Noise resulting from demonstrations must not unreasonably interfere with other Exhibitors. 5. RESTRICTIONS - The IMA reserves the right to remove exhibits, without refund, that may have been falsely entered, or may be deemed by the IMA unsuitable or objectionable. This restriction applies to noise, P.A. systems, persons, animals, birds, things, conduct, printed matter, or anything of a character that might be objectionable to the show or the IMA. 6. OFFENDERS will be asked to leave the area if any terms or conditions are violated, and as an exhibitor offender, no refund will be given. 7. CHILDREN - Children of Exhibitors are not to be allowed in exhibit area except under the direct supervision of a parent. Please restrict your children to your booth space. RULES FOR EXHIBITS: 1. ALL BOOTHS and decorations MUST concur with the facility regulations, city ordinances, and local fire codes. Any violations may result in the removal of any materials found to be in violation. Materials for booth decorations and construction must consist of fire resistant material. Contact the IMA if at all in doubt. 2. IN EVENT EXHIBITION IS NOT HELD - The IMA shall not be liable for any damages or expense incurred by Exhibitors in the event the show is delayed, interrupted, or not held as scheduled. 3. AMENDMENTS - Exhibitor agrees to abide by decisions of the IMA concerning all matters pertaining to the administration and success of the Show, which are not specifically stated. 4. SECURITY - The IMA agrees to provide reasonable security for the exhibit area. However, Exhibitor agrees that neither the IMA, the facility management, nor the IMA’s insurance company are financially liable for theft, damage, loss, or disappearance of any kind. The IMA recommends all Exhibitors contact their insurance agents to confirm proper coverage of exhibit materials. Please read carefully the coverage provided by decorators and shipping companies to determine if additional coverage is necessary. Any additional security must be arranged by the Exhibitor at his own expense, directly from the facility. The

facility will be locked during the time that exhibits are not being shown. 5. LIABILITY - Exhibitor agrees that neither the IMA, nor its representatives, will be responsible for any injury, loss, or damage that may occur to the Exhibitor, the Exhibitor's employees, family, or associates, or property from any cause whatsoever, expect for any injury, loss or damage caused solely by the negligence or wrongful acts of the IMA or its representatives. The Exhibitor, on signing the contract, expressly releases the aforementioned from any and all claims for such loss, damage, or injury. 6. CANCELLATIONS – Cancellations by 6/15/16 receive a 50% refund and no refunds provided for cancellations after 6/15/16. BLACKOUT BINGO

All exhibitors and sponsors will be listed on a bingo card, given to all attendees when they register. Sponsor logos will be included; exhibitors will be listed by text. Attendees must get a signature from each vendor in the exhibitor hall to submit their card for all prize drawings. Please let us know if you plan to bring a prize for our drawings.

FAILURE TO OCCUPY SPACE

The exhibitor will forfeit space not occupied by 7:00 AM on Friday, July 29th, 2016, unless prior arrangements are made. Exhibitor’s space may be resold, reassigned or used by the conference management. If you are having difficulty meeting this deadline, please call Sara Olson at 208-344-7888 and discuss additional arrangements.

2016 ANNUAL MEETING

Tentative Agenda

Thursday, July 28

2:00 pm Registration (until 5:00 pm)

Friday, July 29

7:00 am Registration

7:00 am Exhibits Open - Continental Breakfast

8:15 am Credentialing

8:30 am House of Delegates

10:00 am Break to View Exhibits

Noon Physician & Exhibitor Luncheon

1:30 pm House of Delegates – Reconvene

5:00 pm Welcome Social

7:00 pm Open Evening

Saturday, July 30

6:45 am Registration

6:45 am Idaho Academy of Family Physicians

Breakfast

Saturday, July 30 (continued)

6:45 am Exhibits Open - Continental Breakfast

7:45 am Scientific Session - Welcome by Dr.

Cornwell

1:00 pm Conclusion of Scientific Session -

Open for Lunch

1:05 pm Idaho WWAMI Luncheon

2:30 pm Family Fun Activity

6:00 pm Kids’ Pizza Party

6:00 pm President’s Social & Dinner

Sunday, July 31

7:30 am Ada County Medical Society

Breakfast

7:30 am Southwest Idaho Medical

Society Breakfast

7:30 am Continental Breakfast

8:30 am House of Delegates - Final Session

11:30 am Adjournment of House of Delegates

Noon IMA Board of Trustees Meeting

Thank you to our Title Sponsor, MIEC It is the generosity of our sponsors and exhibitors that make this meeting possible.

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APPLICATION FOR SPONSORSHIP/EXHIBIT SPACE

2016 ANNUAL MEETING

Sun Valley, Idaho | July 29-31, 2016

Proper completion and submission of this application for exhibit space at the Idaho Medical Association (IMA) Annual Meeting

in 2016 shall mean the applicant accepts and agrees to abide by the provisions of this application and Appendix A, Exhibitor Terms and

Conditions, which is hereby incorporated and made part of this contract as well as such additional rules and regulations the IMA deems

necessary provided such additional rules and regulations do not materially alter the exhibitor's contractual rights. A contract for exhibit

space shall be completed only after a properly completed application along with a payment in full is received by the IMA Office.

Payment in full must accompany the "Application for Exhibit Space.” Please make your check payable to the Idaho Medical Association.

Please fill in the information requested on this form. Retain a copy for your files, and sign and return this application with payment to:

Idaho Medical Association * PO Box 2668 * Boise, Idaho 83701 * Fax 208-344-7903 * Attn: Sara Olson

Cancellations by June 15, 2016 receive a 50% refund. No refunds provided for cancellations after June 15, 2016.

IMA is hereby authorized to reserve space for our use in the exhibit area of the 2016 IMA Annual Meeting.

Enclosed with check or completion of credit card information below is payment for the following checked box(es):

Title Sponsorship - $10,000 (includes booth) SOLD!

Premier Sponsorship - $6,500 (includes booth)

Platinum Sponsorship - $4,500 (includes booth)

Gold Sponsorship - $3,500 (includes booth) Gold Sponsor Opportunity Chosen:

Silver Sponsorship - $2,500 (includes booth) Silver Sponsor Opportunity Chosen:

Bronze Sponsorship - $1,500 (includes booth) Bronze Sponsor Opportunity Chosen:

6-Ft. Table-Top Exhibit Fee of $650 (includes two non-transferable representative credentials)

Additional Representatives Fee of $100 x ________ (number of additional representatives) = $_________

Company Information:

Company Name: Main Telephone:

Main Address: City, State, Zip:

Representative responsible for exhibit: Title:

Rep Address: Rep City, State, Zip:

Telephone: Email:

(Continued on back)

Check this box if you would like to order a 32” x 4” Booth Sign. If so, please indicate the company name you would

listed on the Booth Sign: _______________________________________________________________________________

Brief description of products and/or services to be placed on the IMA website E-Marketplace page and conference program: (No more than 30 words, not including website and phone number. Please print.)

____________________________________________________________________________________________________

____________________________________________________________________________________________________

____________________________________________________________________________________________________

Representative(s) Information:

Booth fee includes registration for two representatives only. The cost for additional representatives is $100 each for

two days.

Rep Name #1: Rep Name #2:

Telephone: Telephone:

Email: Email:

Rep Name #3: Rep Name #4:

Telephone: Telephone:

Email: Email:

Payment Information:

X

Signature of person authorized to approve contract Printed name of authorized signer & date

Credit Card Number: ____________________________________V-Code: _______ Expiration Date: _________

Name on Card: __________________________________________________ Amount to be charged: $________

Signature of CC Holder: ______________________________________________ Date: ____________________